A data migration is the process of transferring data from one system to another.

In this article:


What data can be migrated to Heydoc?

The following data can be migrated to Heydoc:

  • Patients

  • Patient documents

  • Consultation notes

  • Appointments

  • Contacts

  • Invoices

  • Tasks

  • Recalls

The following data can not be migrated to Heydoc:

  • Users

  • Locations

  • Credit card details

  • Templates

  • Custom tables

  • User created items

Note: The lists of data that can and can not be migrated may vary depending on the system that you are migrating from. The migrations team will let you know precisely which data can be migrated when you start the migration process.


Get Started

If you require a data migration as part of your move to Heydoc, our internal migration team can do this for you.

There is a charge for this service, and you will be given a one time fixed fee for every migration. Additional charges may apply if your previous system makes the migration process more complex. If this has not already been discussed with you, please contact our Customer Success team: support@heydoc.co.uk


The Migration Process

There are six steps to the migration process:

1. Get your data

Contact your current system provider to let them know that you require your data. It is important to ask for your data to be exported as .CSV files, as this is the format that Heydoc supports.

2. Let us know

When you know the exact date that you will receive your data, you will need to book a migration appointment with the Heydoc migration team. To do this, contact: support@heydoc.co.uk

3. Send your data to Heydoc

Close to your migration date, we will send you the Heydoc Secure File Transfer Protocol (SFTP) details. SFTP is a secure way for you or your current provider to share your data with us. For more information, see here.

Note: Never send any data by email.

4. Your data is processed

When Heydoc has received your data, you will receive a confirmation of receipt. From this point it will take between 5-7 working days to complete (this time frame may vary depending on the size and complexity of your data set). If your data is from a system that we are not familiar with then this time may be longer. Your migration will go ahead on the agreed date on condition that we receive your data in the correct format on this date.

Note: If the data is not provided on time, is incomplete, or there is something wrong with the data, then your migration booking will be moved to the next available slot.

5. Add the basic data you need, merge later

While your data is being processed we recommend not using your previous system as this data will not be migrated. You should start using Heydoc and, when the migration is complete, you will be able to merge any duplicate patients with your migrated data. For information on how to merge patients, see here.

It is also strongly recommended to set up all locations and users in Heydoc so that the migration team can match any previous bookings to the correct location and practitioner.

6. Your migration is complete!

The migration team will send a confirmation email to let you know that your migration is complete. You will then have a two week time frame to check that your data has fully migrated. If you have any questions or comments, then contact the migration team.

Note: If two weeks has passed since the confirmation email, and the migration team have not received any questions, Heydoc will consider the migration process closed.

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